Talent Acquisition Manager (TAM) Frequently Asked Questions
CATEGORIES:
- HR System Changes
- Special Placement Candidate
- Email notifications
- Employment
- Business Processes
- TIPS - Manage Applicants
1. Is routing of applicants still going to occur?
- No, applicants are automatically available on the 15th day, provided any SPC candidates have addresses.
- Note: applicants are immediately available for Limited 900 hour recruitments.
2. Are the same job requisition numbers going to be carried over from eRecruit 8.3?
- Yes.
3. How long are the jobs that were in ‘open until filled’ status in 8.3 open in HCM 9.0?
- Conversion to 9.0 provided for a 90 day posting duration from date of conversion (4/11 – 7/11)
4. Will we still be able to post jobs that are Open-Until-Filled?
- No. Job openings are now limited to 90 days; call Employment to request extensions.
5. Will you be able to tell which of the applicants are internal by their employee ID, as was the case in 8.3?
- No, now every applicant will be given a unique identifier (#ID) that will continue to be used for the life of their employment with UC Berkeley.
6. Are career compass job titles going to be matched to the ones in TAM?
- Yes, Career Compass title codes are now available in HCM/TAM.
SPC (Special Placement Candidate)
1. Does an SPC have preference rights for ALL jobs posted?
- SPC's exercise rights only for career positions that meet the criteria for their specific rehire rights.
2. If a Special Placement Candidate (SPC) applies within the 14 day waiting period, will I be able to see their information?
- Yes, their application to your job opening appears immediately upon their making application.
- An email notification is sent to the Originator and the SPC Coordinator when the SPC Candidate applies.
3. If you have SPC applicants, what will you see?
- If it is before the 14 day waiting period is expired, then you'll only see the SPC applicants; after the 14 day period, all applicants will be viewable provided the original SPC applicants have dispositions recorded in TAM. (Other applicants are not viewable until all SPC actions have been taken.)
4. Does the SPC Coordinator have a cross-reference to be able to match an SPC Candidates KSA from their old job to the new Career Compass jobs?
- Yes.
1. Will there be an email notification when SPC candidates apply to a job?
- Yes, both the Originator and the SPC Coordinator receive email notifications when an SPC Candidate applies to an open job.
2. Will an email be sent to the Dept Originator when the 14 day waiting period is complete?
- No; a Best Practice is to check your Job Openings starting on day 15 and to continue checking your jobs periodically.
3. Dept. Authorizer Approval - Does the Originator get an email indicating Job Opening Approval by the Authorizer?
- No; Originators can check status of a Job Opening Approval by navigating to the Approval link on the Job Opening.
- An email is sent upon approval by Employment.
4. Job Opening Approval/Denial - Does Originator get an email?
- Yes.
5. Offer Approval/Denial - Does the Originator get an email?
- Yes.
1. Will Employment continue to assist with the affirmative action goals targeted marketing / advertising?
- Yes, upon request.
2. Are departments able to increase the number of available openings after the job has been authorized?
- No, call Employment to increase/decrease the number of Targeted Openings.
1. What are the fields or areas that are viewable to the public?
- Elements of the Job Details and Job Postings page; ALWAYS check the Preview of the posted Job Opening to confirm posting content.
2. Is there a character limit for the various Job Posting Description fields?
- There is no longer a character limit on description fields; however, best practice is to be concise and succinct.
3. Do you have to select Internal/External in the “Visible” field for every area?
- Yes, for each Description area created.
4. What if there are no Preferred Qualifications?
- Best Practice is to have a Preferred Qualification to assist in finding the optimal candidate, i.e. ‘prior higher education or UCB experience’; otherwise not required.
5. Do you have to type in the entire name to look someone up?
- No, however a partial entry will only work if it results in a single identity. When having difficulty, remember to use the Look Up feature.
6. Can special characters be used in the Job Opening descriptions?
- Bullet points and dashes are acceptable.
7. When can you make changes/edits to the job opening?
- Originator can make changes up until the Job Opening is Approved by the Dept Authorizer.
- Authorizer can make changes before they approve it.
- Note: the Hiring Team page can be edited by the Originator and Authorizer during the open recruitment.
8. How are we able to view comments?
- Job Opening Comments – go to the Approvals page and click the 'view/hide comments' link.
9. If you forget to post to destination 'HR Web' but did post the job on an external site like Craigslist, will applicants be able to apply to the job?
- This posting error should be caught in the Approval process.
- However, if this scenario happened, the answer is No - the job must have a posting destination of HRWeb for any applicant to apply via Candidate Gateway.
10. What information needs to go into the "Hiring Manager" field?
- Supervisor of the position being recruited.
11. Who is able to see jobs that are saved as drafts in the system?
- All Originators with the same department code access.
12. How does a requisition get cancelled?
- Notify Employment in writing.
13. Can the authorizer change the originator later on in the recruitment?
- There is no need to change/update the originator on a job opening; when needed, other Originators for a Dept Code have access to the requisition.
14. Can I change the Dept. Authorizer to another person?
- Dept. Authorizer can be changed on the Hiring Team page to another person at any time BEFORE the Job Opening/Offer is submitted for approval.
- Once the Job Opening has been submitted for approval, the Dept. Authorizer can be changed by updating the Dept Authorizer field on the Hiring Team page and then calling Employment Services to request that they restart the approval process which will then trigger notification to the replacement Dept. Authorizer.
15. If the department accidentally selects internal only instead of internal / external will the system alert them or notify them in some way?
- No, which is why checking the posting Preview is critical to the create Job Opening process. Review by the Dept Authorizer and Employment should catch this and prevent it from happening.
16. Are "notes" the same as "comments"?
- Notes are for documenting historical facts of the job opening.
- Comments are usually information in support of review or approval, including posting chartstring information.
17. Where do you go to see comments after the job is approved by Employment?
- Comments can be viewed by going to the specific Job Opening Details page. You click on the Approvals LINK and then click "View Comments" to open the comments. If there are NO COMMENTS, that link will not be displayed.
18. Where do I submit chartstring information for my external postings?
- Provide chartstring information in the Comments box on the Approvals Page.
19. Can you submit the job requisition without having all the fields filled in?
- Yes, the system will let you submit, but it will be sent back by either the Authorizer or Employment since there are also business process data requirements.
20. Are beginning and end dates for temporary / limited jobs required?
- The system will let you submit without the dates; however it is a Business Process requirement to provide Employment with the information.
21. How do you find the jobs that are saved as drafts?
- Use "Find Job Opening" or "Browse Job Opening" menus and search by status - DRAFT.
22. Can jobs be cloned?
- Yes, a cloned job starts in Draft status until updated and submitted for approval.
23. Will you be able to view all comments attached to the requisition at the same time or are they section by section?
- There is no summary of all comments; they reside in the section where they were created.
24. Since the system only shows the full salary range, how do I determine the mid-point?
- Please refer to Title and Pay Plan information at http://hrweb.berkeley.edu.
25. For what appointment types are Affirmative Action goals being measured?
- AA Goals are measured for: 1 - Contract, 2 - Regular/Career, 7- Partial Year Career.
26. Does the "next step" button save the data entered on the page before moving you to the next one?
- No, you should click SAVE AS DRAFT if you want to save at the end each page.
27. Do you have to check the 900 hours check box for Limited positions?
- The 900 hours check box should be checked for all Limited Appointment except when a full recruitment for this opening is conducted. Checking the box indicates the hiring department will monitor the employees hours worked at UC during the rolling 12 month period.
- A resource for Limited Appointments information: http://hrweb.berkeley.edu/guide/empother.htm.
28. Does appointment type show to applicants?
- No, this is why it is important to designate whether a job is Regular or Temporary.
Manage Job Openings/Manage Applicants
1. What kinds of attachments can applicants attach?
- The system allows applicants to put in pretty much any kind of an attachment. HOWEVER, ONLY certain versions of WORD documents or text PDFs and RTFs will be translated into the "Batch View" area (Note: Word 2007 currently does not function correctly). Other attachments (scanned pdf, jpg, etc.) have to be manually opened for each individual applicant.
2. Do you have to fill in all the fields for the interview schedule?
- Required data are: Date, Interviewer, and Type; Best Practice is to also include Time and Location.
- Every instance of interviews should be recorded in the Interview Schedule. For example, if an interviewer has been marked as a "phone Interview", they should be added in the list again to record the "Interview 1" record.
3. When you have a list of applicants that are deselected, will you be able to see the reason for the de-selection?
- No. Once recorded, this information is only available for central reporting.
4. Will the IDF still be done on paper?
- Yes, until Electronic IDF/Interview Evaluation process is activated in the future.
5. Do the applicants that are placed on HOLD in the system get a letter or email notification like the deselected applicants?
- No. Email notification will only occur upon Deselection.
6. Is there a way to label an applicant's disposition status as "Withdrawn" when they choose to cancel their application?
- Yes. You deselect the person with reason "Withdrawn".
7. Do all applicants receive the same deselection email? Same language?
- Yes, the email thanks them for applying and indicates they are no longer under consideration for that specific job.
8. What if you deselect someone by accident?
- Must call employment to correct disposition status. You will have to call/email the applicant to apologize for the rejection email they will receive.
9. Where can I add an interview questions attachment?
- You can add an interview questions document on the Activities & Attachments page; the attachment will then show up on the Interview Schedule page.
10. Can we search TAM by outstanding candidate?
- No. However, the Applicant List feature can be used to save outstanding candidates for future outreach.
11. What kind of attached files will be seen in the batch print section?
- Currently only text PDF and RTF and Word docs are viewable. For graphic files, you must open the attachment via the icon displayed on the Manage Job Opening page.
12. Should I use the "Submit and Send Correspondence" feature in Reject Applicant process?
- Generally, it is not recommend because it creates a second email that the applicant receives in addition to the automated email. When additional communication is required, use CalMail for direct contact.
13. In the Job Offers area, what is the difference between denied and reject?
- Denied is used by the Dept. Authorizer to deny the offer before it is made.
- Reject means the applicant has turned down the job offer.
1. Can we put in retroactive dates in the "Prepare For Hire" area?
- Yes.
2. When doing Prepare for Hire, what is the "add contingent worker" selection type?
- Do not use; Contingent Workers are not recruited through TAM.
- Be careful when working with a subset of information in the Manage Applicants section NOT to hit the select all button then choose the deselect option because that action will send a deselect email to everyone of the applicants for the job not just your subset. Instead select applicants in the subset individually by checking the box to the left of their names before proceeding with an action.
- If you want to deselect applicants using Group Action, make sure to group them by same reason for deselection. i.e.: minimally qualified.
- "Resume not found" in the resume printing option means that the applicant chose not to upload a resume and instead opted to cut and paste or manually type in information to TAM.
- Clicking "print" in the resume batch print area doesn't automatically send to the printer. It displays in the Preview Print format and lets you have the option to elect to print or not.